Administrative Coordinator

About the role

Versant Health is one of the nation's leading administrators of managed vision care, serving over 35 million of our clients' members across the United States. Our purpose is to make healthy vision a reality for everyone by improving access to care and education in the communities we serve. Fueled by our mission to improve members' lives with easy-to-use vision solutions rooted in choice, value, and care, we believe that everyone has the power to become anything they set their sights on.

Provides comprehensive administrative and operational support by coordinating office activities, managing communications, organizing meetings and schedules, maintaining records, supporting projects, and serving as a key liaison among internal and external stakeholders to ensure efficient and effective business operations.

Responsibilities

Administrative Support

• Coordinate meetings, maintain calendars, arrange travel, and manage events logistics.
• Coordinate and manage day-to-day administrative operations to ensure efficient workflow and office productivity.
• Maintain organized filing systems, records, and confidential information in accordance with company policies.

Communication

• Demonstrates strong verbal and written communication skills, serving as the primary point of contact for internal staff, vendors, clients, and visitors.
• Handle phone calls, emails, and other correspondence with professionalism, tact, and exceptional business etiquette, ensuring clear, timely, and effective communication while fostering positive relationships with all stakeholders.

Calendar & Meeting Management

• Coordinate executive and team calendars, including scheduling meetings, appointments, and events.
• Organize meeting logistics, prepare agendas, distribute materials, and record meeting minutes.
• Track action items and follow up on deliverables to ensure timely completion.

Office Operations

• Monitor office supplies, equipment, and vendor services to maintain smooth business operations.
• Coordinate facility-related requests and troubleshoot administrative issues as they arise.
• Assist with onboarding activities and administrative support for new employees.

Project Coordination

• Support departmental projects by monitoring timelines, collecting information, and coordinating resources.
• Track project milestones and provide status updates to leadership and stakeholders.
• Assist in implementing process improvements that enhance efficiency and service quality.

Financial & Procurement Support

• Process invoices, purchase orders, expense reports, and payment requests accurately and timely.
• Maintain budget tracking spreadsheets and assist with expense monitoring and reporting.
• Coordinate procurement activities and vendor relationships as needed.

Customer Service

• Provide exceptional customer service by responding to inquiries, resolving routine issues, and directing requests appropriately.
• Build and maintain positive relationships with internal and external stakeholders.

Organization & Compliance

• Ensure administrative processes comply with organizational policies, procedures, and standards.
• Maintain confidentiality of sensitive employee, customer, and business information.
• Support audits, reporting requirements, and record retention processes.

Qualifications

Education

• High school diploma or equivalent required.
• Preferred: Associates or Bachelor's degree in Business Administration, Management, Human Resources, Public Administration, or a related field.

Experience

• Required: 3+ years of administrative support, office coordination, executive support, customer service, or related experience.
• Required: Experience managing calendars, scheduling meetings, coordinating communications, and maintaining records.
• Required: Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Preferred: 5+ years of progressively responsible administrative coordination or office management experience.
• Preferred: Experience supporting senior leaders, managers, or multiple